Event planning and safety

An event organiser has a duty to plan, manage and monitor the event to make sure workers and the public are not exposed to health and safety risks.

We work with others to:

• uphold reasonable standards of safety at all public events in Thurrock
• minimise inconvenience to the public, residents and businesses

Through Thurrock's Safety Advisory Group (SAG), we advise event organisers on planning, preparation, regulation and management of public events.

Safety Advisory Group (SAG)

The SAG is a forum for discussing and advising on public safety at an event. It helps organisers consider the planning and management of events. It also supports cooperation and coordination between the council, emergency services, and other relevant organisations.

The SAG considers large-scale public events, including:

• fêtes, fairs, and similar
• firework displays
• shows such as agricultural shows, car shows, dog shows and horse shows
• large-scale company parties
• open air concerts and music festivals
• open air entertainment, including theatre, opera and historical re-enactments
• processions, marches and carnivals
• religious events
• sporting events
• trade shows
• street parties

In general, a 'large-scale public event' is an event where more than 500 people are expected to attend. Some smaller events should also involve the SAG if, by their nature, they are higher risk. For example, a knife-throwing demonstration, or where there may be disorder among rival groups of attendees.

The SAG does not approve or prohibit events from taking place. Event organisers and others involved in the running of an event retain legal responsibility for ensuring public safety.

Giving notice to the Safety Advisory Group

There are benefits to involving SAG at the outset. In particularly, it minimises the risks of having to make costly late changes to plans, or an event being stopped due to safety concerns. Attending SAG meetings is voluntary, however.

For events involving 500 to 10,000 people, you should give a minimum of 3 months' notice, but we ask you to contact us at least 6 months before the event.

For events with more than 10,000 people, you should give a minimum of 6 months' notice, but we ask you to contact us at least 12 months before the event.

For the SAG to consider an event, the organisers must provide an event management plan.

Event management plans

Our event management plan template has been created to help event organisers develop their own event management plan. Use of the template as a guide will help organisers make sure all safety aspects have been considered – for example, respiratory infection control. Where possible, you should also avoid single-use plastics.

Experienced event organisers may use their own event management plan documentation, but it must contain all the information required.

Our template is designed to be used alongside other national guidance – in particular:

• 'The Purple Guide' – for a small subscription fee, this guide covers all aspects of event management and planning
• Health and Safety Executive: running an event safely

Counter terrorism toolkit for live music

Counter Terrorism Policing is working with music event organisers to make sure the public remains safe. Counter Terrorism Policing is encouraging live music venues and festivals to:

• provide safety advice to music fans via social media, websites, digital screens, email, mobile apps, posters and other methods
• reassure music fans that they are safe and security checks are in place
• educate fans and encourage them to report any behaviour that's out of place and not quite right

For more information, go to Counter Terrorism Policing: toolkit for the live music industry.

Contact the Safety Advisory Group

Event management plans should be sent to the SAG by email.